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What are the best ways to use video conferencing for effective team communication while traveling?

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Video conferencing is a powerful tool for team communication and collaboration, especially when you are traveling for work. Whether you need to update your colleagues on your progress, brainstorm ideas, or conduct training sessions, video conferencing can help you stay connected and productive. However, video conferencing also comes with some challenges and best practices that you should be aware of to make the most of it. In this article, we will share some tips on how to use video conferencing effectively while traveling, covering aspects such as preparation, etiquette, engagement, and feedback.

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1 Choose the right platform

The first step to successful video conferencing while traveling is to choose the right platform for your needs and preferences. There are many options available, such as Zoom, Skype, Google Meet, and Microsoft Teams, each with its own features and benefits. You should consider factors such as the number of participants, the duration of the meeting, the level of interactivity, the security and privacy of the data, and the compatibility with your devices and internet connection. You should also test the platform before the meeting to ensure that it works smoothly and that you know how to use it.

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Anas Salameh

Programme Specialist – WPS/H @UN Women Yemen
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One additional key factor is to measure the level of interaction you need to your meeting. Meaning that the more audience you have, the more tasks division and delegation you need to do. Colleagues need to take notes (MoM), register attendance (this tends to change during the meeting due to connectivity issues) and also take screen shots for the speakers. This way you will grasp the main ideas and keep a good register for your meeting.

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Jo?o Marcos Batista da Silva Amaral

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Uma ferramenta eficaz e de fácil acesso é o que facilita para que todos tenham uma comunica??o eficaz e eficiente. De diversas op??es de plataforma, gosto muito do Microsoft Teams. Esta ferramenta n?o possui muitas limita??es de acesso, tais como numero de participantes, assim como aplicativos de possibilita visualizar quando algum participante da reuni?o gostaria de dar a palavra. Com uma ferramenta prática, é possível ter uma comunica??o efetiva igual ou até superior a uma reuni?o presencial.

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2 Prepare your environment

The next step is to prepare your environment for the video conference. This means finding a quiet, comfortable, and well-lit place where you can speak and listen without distractions or interruptions. You should also check your audio and video quality, adjust your camera angle and position, and mute any notifications or sounds that might interfere with the meeting. You should also dress appropriately for the occasion, as if you were meeting in person, and avoid wearing anything that might be too flashy or distracting.

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Jo?o Marcos Batista da Silva Amaral

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O Ambiente de reuni?o é de extrema importancia. Sempre procuro utilizar um ambiente tranquilo, que quase sempre é meu escritório, ou algum ambiente que n?o tenha barulho externo. A vestimenta deve ser adequado a ocasi?o, e o angulo da camera é fundamental para uma boa percep??o de quem participa da reuni?o.

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3 Follow the etiquette

Video conferencing etiquette is similar to in-person meeting etiquette, but with some additional rules and norms. You should be punctual, respectful, attentive, and professional throughout the meeting. You should also mute your microphone when you are not speaking, avoid multitasking or checking your phone, and use the chat function or the raise hand feature to ask questions or make comments. You should also avoid talking over others, interrupting, or dominating the conversation, and instead encourage participation and feedback from everyone.

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4 Engage your audience

One of the main challenges of video conferencing while traveling is to keep your audience engaged and interested in what you are saying. You can do this by using various techniques and tools, such as sharing your screen, using slides or visuals, asking questions, conducting polls or quizzes, or using breakout rooms for smaller group discussions. You should also use clear and concise language, speak with enthusiasm and confidence, and use gestures and facial expressions to convey your emotions and intentions.

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Jo?o Marcos Batista da Silva Amaral

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Em uma vídeo conferencia, devemos ser claros e objetivo. Falar de forma interessada a mensagem que quer se passar. é um desafio manter todos que est?o em vídeo conferencia 100% conectado. Mas uma apresenta??o clara, costuma envolver o publico e trazer ótimos retornos de feedbacks.

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5 Solicit feedback

The last step to effective video conferencing while traveling is to solicit feedback from your audience and yourself. You should ask for their opinions, suggestions, questions, or concerns at the end of the meeting or through a follow-up email or survey. You should also thank them for their time and participation, and summarize the main points and action items of the meeting. You should also evaluate your own performance and identify areas of improvement or learning for future meetings.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Brian Daniel

Celebrity Headhunter ? Former PA to Billionaires & Royals ? Career Coach ? Founder & Entrepreneur ? Luxe B2B Consultant ? Lifestyle & Travel Expert
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Part of a company's ethos needs to revolve around video conferencing because it's such a big part of our "new world." The right platform, etiquette, environment, and audience are essential considerations, but none will of it will mean anything if leadership doesn't hold people accountable and regulate video conferencing. For example, if someone gets off-topic or acts like a bully, the leadership must have the courage to say something and correct the action. Oftentimes, they don't know how to or don't care to.

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Jo?o Marcos Batista da Silva Amaral

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A vídeo conferencia veio para aproximar e facilitar o relacionamento com as pessoas. Em uma chamada de vídeo consigo ter um contato de que tudo esta bem com as minhas filhas, família, amigos. A aplicabilidade e a modernidade de ferramentas neste sentido, só trar?o benefícios a sociedade.

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What are the best ways to use video conferencing for effective team communication while traveling?

1

2

3

4

5

6

1 Choose the right platform

2 Prepare your environment

3 Follow the etiquette

4 Engage your audience

5 Solicit feedback

6 Here’s what else to consider

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What are the best ways to use video conferencing for effective team communication while traveling?

1

2

3

4

5

6

1 Choose the right platform

2 Prepare your environment

3 Follow the etiquette

4 Engage your audience

5 Solicit feedback

6 Here’s what else to consider

Administrative Assistance

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